New Contract Checklist

This document outlines a general guide to follow to create New Contracts.

Job Calendars

Make sure that Job Calendars for the new fiscal year are created in order for new contracts (with the type set to contract) to calculate pay information and days accurately.

Create New Contracts

There are three different ways to create new contracts.  You can choose which option works best for you to create your new contracts. 

For all contract type contracts, make sure Compensation Start and Compensation Stop dates are defined.

  1.  Mass Copy Compensations (Similar to NEWCNT/BUILD)

    Mass Copy Compensations

    This option allows you to Include Archived Employees or Archived Compensations if desired. 

    1. Go to Processing/New Contracts.
    2. Click on Mass Copy Compensations tab.
    3. Select a Job Status.
    4. Check the 'include archived employees' ONLY if you want archived employees included.
    5. Check the 'include archived compensations' ONLY if you want archived compensations to be included.
    6. If you want to include Compensations that are only active from a particular date, you would choose or enter the date in the box provided, otherwise all compensations will load.
    7. Select Pay Groups by moving them over the left 'selected' box.
    8. Enter in a Contract start and stop dates that will be used on the New Compensations.
    9. Click on the Build New Contracts button.
    10. New contracts will then be built and can be seen under Processing/New Contracts/New Contract Maintenance
    11. Each new contract will need to be manually updated with new data.
      • This would include Contract Amount and Contract Obligation and any other updates to the Compensation, if needed.
      • The Calculate button would then need to be used to calculate the Unit Amount and Pay Per Period.


  2.  Import New Contracts (Similar to NEWCNT/IMPORT)

    Import New Contracts 

    Importing New Contracts will require you to have a spreadsheet populated with employee information to create the New Contract compensations.  Creating this spreadsheet can be done several ways.  Use the option that works best for you.  Once the spreadsheet is created you will update the columns with New Contract data. 

    1. To create a spreadsheet with data from the current compensations in the software you can run the New Contract Load.  This report may have already been loaded into the Home screen or Reports/Report Manager from previous years, if not see next step below.  You will use this to gather the information needed to create the spreadsheet for the New Contract Load. Save the file in .csv format.
      • If New Contract Load is not in your Home screen or in your Reports/Report Manager, you can load the file to add this report to your reports list. Click on this link to download the report definition: New Contract Load .rpd-json (It can also be found in the NWOCA Report Repository) Next in USPS go to Reports/Report Manager and click 'Import Report', select the New Contract Load from your downloads, and save. Additional instructions on how to import a .json file can be found at Using Report Definitions.  
    2. If preferred, a spreadsheet can be created using the Core/Compensation grid and selecting the appropriate fields from the grid and filtering the grid for current compensations. Click on the Report option at the top of the grid and the Format->Excel-FieldNames. Save the file in .csv format.
    3. If you have an existing spreadsheet, update row one to the appropriate column headings shown below.  Save the file in .csv format.

      For New Contract type contracts, the following columns (with the exact column headings) are required to be included in your spreadsheet created in the steps above.  

    • employeeId - formatted as a number
    • jobNo - formatted as a number  
    • contractType - 4 for new contract
    • newCompensationLabel -  fiscal year (such as 23-24 or 2023-2024)
    • contractAmount - required for all stretch pay compensations
    • contractStartDate - first work day on job calendar
    • contractStopDate - one day prior to next year's first work day on job calendar

    Any additional information you wish to have loaded in the new contracts need to have the headings to match what is defined in the New Contracts chapter in the USPS-R User Manual.

    Please be aware that the header columns are case sensitive.

    Go to Processing/New Contracts/Import New Contracts

    1. Choose your file, must be saved in a .csv format.
    2. Enter a Contract Start Date, ONLY need if you want to select specific lines within your spreadsheet that have a specific start date, otherwise leave blank to import all.
    3. Click on Import
    4. New contracts can be seen under Processing/New Contracts/New Contract Maintenance


  3.  New Contract Maintenance (Similar to NEWCNT/MAINT)

    New Contract Maintenance

    This option is also used when creating a mid year contract change.

    This will allow you to create a single employee's New Contract.

    1. Go to Processing/New Contract Maintenance
    2. Click on Copy at the top left of the grid
    3. Select an Employee
    4. Compensation
    5. Contract Type (New contract)
    6. Click on Create
    7. Make necessary changes to the contract
    8. Click on Save

New Contract Reports

 New Contract Report

This will show all new contract information created in a detailed layout

  1. Go to Reports/New Contract Report 
 SSDT New Contract Summary Report

This report will show a summary of the new contract data for each employee

  1. Go to Reports/Report Manager/SSDT New Contract Summary Report
  2. Click on  beside the report name
 SSDT New Contract Payroll Accounts Report

This report will list active expenditure account information for each new contract.

  1. Go to Reports/Report Manager/SSDT New Contract Payroll Accounts Report
  2. Click on  beside the report name
 Processing/New Contracts Grid

A report can also be created on the New Contracts Grid by filtering the Pay Group Code for specific pay group(s) and then choosing the properties such as Number, Last name, First Name, Code, Position, Label, Contract Obligation and Contract Amount. Once the grid is filtered as desired, click on Report at the top right of the grid. The report will total the Contract Obligation and Contract Amounts for balancing purposes before new contract activating is performed.

Salary Notices

Salary Notices is an optional program that can be used before Activating New Contracts

  • Once New Contracts have been added in the New Contract Maintenance screen and double checked for accuracy Salary Notices can be processed.
  • Go to the Salary Notices tab in Processing/New Contracts.
    • Enter Statement Date desired
    • Select Sort Option
    • Verify School Year, or update
    • Enter Contract Start Date, only if wanting to select specific contracts, otherwise leave blank.
    • Select Appointment Type, or leave blank for all
    • Option to Select Specific Employees if desired.
    • Click box to 'Include District Information on Salary Notice'?
    • If you have a Custom Form you may select this now or use the Default.
    • Click on 'Generate Salary Notices' to create the pdf file.
    • If you would like to send these via email please contact NWOCA to have this set up.
      • You have the choice to send to just primary or all email addresses, but this needs to be set up in the configuration by NWOCA.
      • Emails can also be scheduled for a specific time.  You will have this option when selecting 'Email Salary Notices'

Activate New Contracts

Activating New Contracts can be run at any time because of the use of the  Compensation Start and Stop Dates. 

  • Go to Processing/New Contracts
  • Select all desired New Contracts
  • Click on Activate

    • When the pop-up box appears, verify the number of new contracts being activated. If you use the Primary Compensation Flag you can check the box to transfer this to the new compensations now. 

Non Contract Compensations

  • Go to Reports/Report Manager
  • Click on  beside the SSDT Non Contract Compensation Mass Load Extract.
  • Make necessary changes and save as CSV
  • Mass Load Documentation - header names.
  • Go to Utilities/Mass Load/Compensation and load the CSV file.